EMIS Staff & Financial Yearend Updates Sandy Sparr NCOCC EMIS Coordinator 6/1/17

Processing Schedule DRaft Education.ohio.gov Home > Data > EMIS > Reporting Responsibilities > EMIS Data Collection Calendars EMIS Data Collection Calendar for 2016-2017 (DRAFT) 17H Financial Opens – 6/1/17 Closes – 8/31/17 Supplemental Opens – 9/1/2017 Closes – 9/30/2017 17L Staff & Course Final Opens – 4/11/2017 Closes – 7/14/2017

17H Financial Reporting Opening Soon  Final 17H Submitted by NCOCC Treasurer & EMIS Coordinators can submit 17H until USAS is closed at yearend Upon close of USAS NCOCC will need to assist in loading an additional file from USAS for: Cash & Fund Balance Reconciliation (EX1) DN Organization General Information (USAS ONLY) Capital Assets (CAP) Civil Proceedings Desc. & Summary (STR) Federal Assistance Detail & Summary (FAD & FAS)

July financial 17H Reporting 17H – Financial Final – 8/31/17 Treasurer 17H – Financial Supplemental 9/30/17 Includes Capital Asset data reporting Reports available in RIPE ncocc_IRN_09_20170527_2017h_fin_expnd_amt_by_cat.csv ncocc_IRN_09_20170527_2017h_fin_expnd_amt_by_cat.txt ncocc_IRN_09_20170527_2017h_fin_Gen_Issues.txt ncocc_IRN_09_20170527_2017h_fin_Gen_Issues_Detail.txt Submit via Data Collector See Attached (July Financial H Data Collector Instructions)

USAEMS USAEMSEDT USAEMSDB USAEMS 1 - Cash Reconciliation 2 - Federal Assistance Programs - Summary 3 - Federal Assistance Programs - Detail 4 - Civil Proceedings USAEMSDB 1 - DSTMNT EMIS District Info Maintenance 2 - BLDMNT EMIS Building Info Maintenance 3 - BLDRPT EMIS Building Info Report 4 - DBLOAD Load District & Building Info from EMIS USAEMS

Valact Report Errors for invalid fund categories Fatal errors must be fixed 000 OPU Error Messages No longer allowed for certain account code combination More information Education.ohio.gov > Topics > Data > EMIS > Documentation > Section 6.x Financial

EMISFCAT Report Lists all funds and associated fund category SCC ODE Brief Description (QC185) Lists all funds and associated fund category Cash Record Not Applicable - if no fund exists List of funds available Education.ohio.gov > Topics > Data > EMIS > Documentation > Section 6.2 Cash

Capital Assets EISEMS EMIS-FFE EIS Users ONLY Email EMIS Helpdesk @ nco-attach-emis@ncocc-k12.org Notify NCOCC EISEMS.SEQ is ready to load into the data collector NCOCC will load EISEMS.SEQ into EMIS-DC & resubmit July H reporting EMIS-FFE My NCOCC Forgot or Need Username/Password Helpdesk Username = lastname.firstname Password does NOT = Reflections or My NCOCC (click forgot password) Instructions See Attached (Capital Asset Non EIS)

USAS EMIS Closing USAEMSDB DSTMNT BLDMNT USAEMSEDT Cash Reconcilation Fed. Assistance Summary Fed. Assistance Detail Civil Proceedings VALACT Fix ALL Fatal Errors EMISFCAT USAEMS Do NOT skip this step!!! NCOCC needs to export USAEMS_EMISR.SEQ Load into EMIS-DC Do NOT run ADJUST until AFTER USAEMS has complete Do NOT make account changes in FY17 until 17H reporting is complete Capital Asset EISEMS Non-EIS Schools – EMIS-FFE (Flat File Editor)

General Issues Reports More Errors than Ever Before  Each Week Check Gen Issues Check Gen Missing…Watch carefully!!! Level 2 Reports in EMIS-DC Coming Soon Files Tab in EMIS-DC Following measures will be included Building General Information- Financial District General Information- Financial Receipts Expenditures Cash Operational Units Capital Assets

2nd staff and course collection Reports SDC (Secure Data Center) Local Report Card District Details Reports for Analysis Teachers and Staff CSV Staff Data Checks Staff Demographic Record (CI).CSV Staff Employment Record (CK).CSV Detailed Checklists Pivot Tables Filters PERDET & Level 1 validation reports do not find all staff errors Staff Excel Checklist https://helpdesk.ncocc.net/kb/a26/emis-staff-meeting.aspx

Data Submission Requirements Missing Staff Report Data Collector Contact EMIS Coordinator Check Report to EMIS = Y Concealed = N Do NOT Conceal FY17 No Longer Employed Personnel PERDET Errors Level 1 Validation Errors in Data Collector Contract Start/Stop Dates Overrides Via Helpdesk ZID change to Credential ID from previous reporting period

Staff Reminders Correct PERDET errors ASAP Check Supplementals HQPD Verify all supplementals are marked Y to report to EMIS Reporting supplemental year round HQPD Contact NCOCC to Mass Load CJ – Contractor Staff Records USPS Contact NCOCC to transfer to Data Collector EMIS-FFE Contact NCOCC Export the file then upload into the Data Collector Data Source tab Districts IMAC Mid Ohio ESC Willard PCTC

Staff attendance Attendance Long Term Illness Blizzard bag days Attending or Non-Attending Optional District Decision Governed by Local Contracts Long Term Illness 15+ continuous absences Check closely to be sure FY17 Long Term Illness is No Longer reported SAFARI Report Check Current year Long Term Illness employee data for accuracy Run CLRATD only when no additional staff extractions for EMIS are needed Can be run anytime prior to the entry of long term illness days for 16-17 school year

Staff reminders Years of Experience (Total & Authorized) Effects funding MASCHG/MASINC Single employee in Multiple Positions and/or Buildings Requires Multiple Employment/Job Records Multi Position Employee - position changes in FY17 Job changes still require separation date/reason on each job if position code is changing or entire job is ending Even if the employee is still employed in another position

Semester Hours Not only for Certified staff… According to the reporting instructions, "Report the total number of semester hours achieved by the staff member." The instructions do not explicitly refer to teachers so any staff member having semester hours would be reported Classified Staff can have semester hours if the Degree field warrants semester hours Semester hours are linked to a degree, therefore, if they are reporting a degree, report the semester hours for that degree

Staff reminders Position Status for No Longer Employed Days Attended = 0 Example…Certified employee leaves prior to the first day of school Position Status = U Days attended > 0 Position Status = C Supplemental (8xx) position codes Do NOT report Separation Date/Reason Change in Position Status

Staff Changes AFTER FY17 USPS Close What to do with ALL of the FY17 Changes before EMIS 17N Reporting Ends??? Salaries Years Experience Building IRN Work Days Separation Date/Reason AFTER July 1st Etc… Possible Scenarios – How does your district want the data to be reflected on LRC & State Reports? EMIS ONLY Fields in JOBSCN Delay changes until end of reporting period Report FY17 staff changes in FY17 data NOT recommended by NCOCC

Staff Reminders USPS FY17 Closing - BEWARE JOBSCN Salary Changes prior to July 30th EMIS Contract Info ONLY Fields 17 Yearend Data Districts using NEWCNT leave blank Hrs./Day Contract Amt. Work Days FTE Purging NEWCNT Update JOBSCN EMIS contract fields with values from old contract = Y

NEWCNT If ALL of the EMIS Contract Info fields are blank in NEWCNT and you say Y in the “Update JOBSCN EMIS contract fields with values from old contract” field then all of the old contract values will be placed in the EMIS Contract Info field in JOBSCN when the new contract is purged.   Once EMIS reporting is complete there is a MASCHG program called MASEMIS that can be ran to remove all of old EMIS Contract Info fields. This should be done before October reporting begins. If you say N in the “Update JOBSCN EMIS contract fields with values from old contract” field or if one field is populated in the EMIS Contract Info field in NEWCNT the EMIS Contract Info fields will NOT be updated with the old contract values. Here is a link to the NEWCNT chapter in the USPS Manual: https://wiki.ssdt-ohio.org/display/usps/NEWCNT+-+New+Contract

Staff Closing Reminders USPS FY17 Closing - BEWARE Building IRN’s for FY17 Do NOT change until AFTER July 30th FY17 Summer Staff Separation For employees no longer employed after July 1, 2017 No Longer Employed Position Status = U No Attendance U = 0 Attendance Days Do NOT enter until after July 30th

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